PURPOSE
The role of the Executive Assistant to the CDO is to provide high quality assistance and administrative, organisational and logistical support to the WHO Foundation’s Chief Development Officer (CDO) in all aspects of their daily routine including dealing with key stakeholders and confidential information. In addition coordinate team meetings and assist on travel and event logistics for the team.
REPORTS TO
The Executive Assistant will directly report to the CDO of WHOF.
ACCOUNTABILITIES & FUNCTIONAL RESPONSIBILITIES
Calendar and Meeting Management
Manage the CDO’s time based closely on the priorities
Expertly maintain and update calendar based on CDO’s preferences in a fast-paced
environment
Ensure all meetings are set up for success - including having accurate locations, contact details, links, codes, etc.
Confirm appointments and alert the CDO of any conflicts or updates
Plan for future interactions and meetings that the CDO may want to deliver
Email Management
Process emails and indicate priority of emails in the inbox
Draft email responses when required
Scan and extract valuable information communicated via email
Alert the CDO of any urgent emails that need to be seen or acted on
Identify opportunities to produce new interactions based on context gathered via email review
Management of Contact Database
Enter new contact information into Salesforce or any other CRM platform
Update existing contact information
Manage LinkedIn connections, when appropriate
Maintain contact database organisation
Record all tasks assigned and performed in appropriate platforms
Team Coordination
Coordinate and schedule Team Meetings and ensure all necessary materials are prepared in advance
Ensure effective communication and collaboration among team members by keeping them informed of upcoming events and team schedules
Travel and Event Logistics
Coordinate all aspects of travel, including booking flights, accommodations, and transportation. Ensure itineraries are organised and provided in advance, taking into account preferences and any specific requirements of the team members.
Support the Event Coordinator with travel and booking logistics as and when required. This includes selecting venues, coordinating catering, sending invitations, and managing RSVPs to ensure smooth operations on the event day.
Any other responsibilities that might arise while performing this job
PROFILE
Academic background in Business Administration or any related field
At least 5 to 7 years of relevant experience providing high level support to senior executives at a global level
Previous experience in a scale up environment, working at a fast pace and under pressure
Strong organizational skills and ability to multitask, along with being resourceful who takes initiative.
Ability to develop trusted relationships, acting with integrity and demonstrating good judgement, while fostering teamwork
Impeccable written and oral communication skills in English
Exceptional attention to detail
Strong ability to work under pressure and on strict deadlines in a multicultural setting
Agile and IT-savvy approach, with excellent command of Google Suite and Microsoft Office tools as well as knowledge of other scheduling, book keeping and project management tools (eg. Calendly, Evernote, Monday.com, Salesforce, Slack, Trello)
ADDITIONAL INFORMATION
Type of contract: permanent
Location: Geneva or London
Working rate: 100%
Estimated start date: ASAP
Application deadline:
This is a rolling process; applications will be reviewed as they arrive.
Final deadline for application is December 2, 2024
The WHO Foundation (WHOF), launched in May 2020 and headquartered in Geneva, was created as an independent Swiss foundation affiliated with but independent of WHO. Its mission is to mobilize greater private capital and partnership to advance the mission of the World Health Organization (WHO), enabling catalytic impact on the people whose lives rely on WHO’s work and facilitating innovation to maximize the impact of the resources we invest.
WHO plays a singular role in leading the global health ecosystem, acting as a first-responder to health crises — including the current conflict in Ukraine and on behalf of the 15+ million people in urgent need of aid in Horn of Africa; producing technical guidelines and tools to prevent and treat disease; and acting as a country-level convener with an unparalleled level of trust. The crises of the 21st century, including COVID-19, have made clear both the inequity of access to effective and affordable healthcare and the indispensable role of WHO. Yet WHO lacks sufficient resources to fulfill its mandate. And, beyond funding, its vision cannot be achieved by the public sector alone.
WHOF was therefore created as an independent Swiss foundation affiliated with but independent of WHO to marshal new resources from philanthropists, foundations, businesses, and individuals to support its mission: promote health, keep the world safe, and serve the vulnerable, while protecting the neutrality and independence of WHO as the world’s leading health authority. WHOF is a nexus for unique opportunities in global health, facilitating game-changing opportunities between the private sector and WHO. Our focus is on mobilizing grant income, shared value partnerships, and investment to power WHO’s work.
